BREDFIELD VILLAGE HALL & PLAYING FIELD
Registered Charity 304714
TRUSTEES’ ANNUAL REPORT
1 April 2020– 31 March 2021
A: REFERENCE AND ADMINISTRATION
Trustees
Elected (4)
1 Anne Henderson 2 Stephen Cook 3 David Harker 4 Tony Bence Appointed Members of Organisations (up to 10): Bowls Club Lesley Jessup Parish Council & Village Shop David Hepper Tennis Club Patsy Ginn Play Area Denise Causier Parochial Church Council Janet D’Arcy
Chair Treasurer Secretary Booking Secretary
Elected In lieu organisations, i.a.w. Clause 8:
None Co-opted (up to 4): 1 Tim Dean 2 Matthew Blowers
Bredfield Village Hall Trustees’ Annual Report 2020 – 2021
B: STRUCTURE GOVERNANCE and MANAGEMENT
DESCRIPTION OF THE CHARITY
Bredfield Village Hall is a Registered Charity (304714), run and maintained by Trustees, for the benefit of the residents of Bredfield and its immediate vicinity. Its status arises from and is defined by a Trust Deed dated 5 April 1949 in which William Kenneth Richardson conveyed a four-acre field to the Trustees. The Charity is considered to include both the activities on behalf of Bredfield Village Hall and the physical property described in the Trust Deed.
The Charity is managed and administered by a Committee of Management, to act as the Charity Trustees within the meaning of Section 46 of the Charities Act 1960. The Committee is to comprise not more than fourteen members, exclusive of members co-opted: Four of Elected members and up to ten of Appointed or Representative Members. The Appointed members are from organisations within the village and are nominated by their organisation. In addition, the Committee may co-opt not more than four members to represent interests other than the organisations. Under Clause 8 of the Trust Deed, if any organisation ceases to exist or fails to appoint a representative the Committee shall decide in what way, if at all, the vacancy shall be filled, at the Annual General Meeting.
All members retire from office at the next Annual General Meeting after they come into office but may be re-elected or re-appointed at the same meeting.
POLICIES AND PROCEDURES
The Trustees have adopted a Constitution, Governance and Operating Procedures that defines their responsibilities and the management of the Hall. The use of the Hall is subject to a Hiring Agreement, which sets out the conditions of hire and identifies the responsibilities of each party.
The Hall has a Premises Licence to include the sale or supply of alcohol, with the Trustees as the licensees. The Booking Secretary will establish whether it is intended to sell or supply alcohol during an event that is not covered by the Premises Licence and if so, advise of the necessity of applying for a Temporary Event Notice (TEN).
The Committee purchases the combined annual licence from the Performing Right Society (PRS) and a Phonographic Performance Licence (PPL) which allows the playing of incidental music in the Hall.
The Charity holds a licence for Small Society Lotteries under the Gambling Act 2005.
The Hall is licensed for Public Entertainment under the Licensing Act 2003 which allows the premises to be used for such purposes until 12.00 midnight.
The Committee maintains building, contents and liability insurance to reasonably discharge its duties regarding its own responsibilities and activities. The Certificate of Insurance is on display in the Hall.
The Committee of Trustees recognises its responsibility in law, to maintain a safe environment for users and hirers of the Hall. and reviews the provisions arising annually.
Bredfield Village Hall Trustees’ Annual Report 2020 – 2021
C: OBJECTIVES AND ACTIVITIES
OBJECT OF THE CHARITY
The Charity exists to maintain and provide a Hall and associated Playing Field for the use of the inhabitants of the Parish and its immediate vicinity, without distinction of political, religious or other opinions etc. It works to advance education and provide facilities in the interest of social welfare for recreational and leisure time activities with the object of improving the conditions of life for the community.
ACTIVITIES IN PURSUIT OF THE OBJECTIVE
The use of the Hall was restricted throughout the year due to the Coronavirus epidemic.
The first ‘lockdown’ was in place at the start of the year and limited activities to a married couple’s dance practices and a one-person instrument practice. It was possible to use the hall for seated meetings in July and August, subject to Government rules and the Hall’s ‘Special Conditions for Hiring During Covid-19. Relaxation of the Government’s rules in September and October allowed some exercise classes and group music practice to take place; subject to social distancing and hygiene practice. The Hall was closed from the start of the second lockdown in November through to the end of March.
The public were able to use to use the Playing Field and Play Area throughout the year in accordance with the published national guidelines. The Tennis Courts were available for hire by household groups or singles players until the start of the third lockdown in January.
CONTRIBUTION OF VOLUNTEERS
Management costs are kept to a minimum by the Trustees giving many hours of their time at no cost to the Hall. Such tasks include maintenance and development, upkeep of the playing field and tennis courts; organising and supporting fund raising events; keeping accounts and taking bookings. The Coronavirus epidemic required additional measures to be put in place to minimise the risks to hirers. These include the provision of additional hygiene and cleaning materials and PPE, together with communication of their responsibilities to use them to hirers.
D. ACHIEVEMENTS AND PERFORMANCE
MAIN ACHIEVEMENTS DURING 2020 - 2021
A new larger patio was laid outside the new Field Room in June. Volunteers from the community prepared the base and finished by brick edging and reseeding; with contractors laying the slabs. The 20 years old fan assisted radiators in the hall were replaced in January when the hall was closed for the third lockdown. The contractor identified that the heating oil tank base did not meeting current regulations and this was replaced in March.
Due to the Coronavirus restrictions no fundraising events could be held during the year, although it was possible to hold a well-attended outdoor picnic in August, serving from the new bar that had been formally opened just before the first lockdown.
A Memorandum of Understanding was signed with the Bowls Club in August to identify both organisations responsibilities and liabilities.
The Constitution, Governance and Operating Procedures document has been maintained and updated with Version 7 issued on 15 May. This was updated to reflect changes to the Operating Procedures etc. on 10 August.
Bredfield Village Hall Trustees’ Annual Report 2020 – 2021
E: FINANCIAL REVIEW
RESERVES POLICY
The level of reserves is reviewed by the Committee regularly. At the present time it has been agreed that a reserve fund of £5,000 be maintained to cover unforeseen emergencies and requirements.
The level of funds held in bank accounts at year end was £31,923 an increase of £11,952 from last year. This increase was largely due to the receipt of Covid-19 Business Support Grants.
PRINCIPAL SOURCE OF FUNDS & FUNDRAISING
The income from hiring this year, including some late payments from the previous year, was £3,995. This was lower than normal due to the restrictions on the use of the hall.
The Charity received grants during the year of £21,521, largely from the Covid business support grant.
The regular source of funds normally comes from the hire of the Hall. The level of charges is set to achieve a reasonable income to secure the day to day running of the Hall, with a surplus available for maintenance and improvements. The charges are reviewed each year and were agreed in February for 2021/22.
There were no fundraising events during the year, however the income from the bar at the August picnic was £342 and the hire of the Tennis Courts raised £546.
F: FUTURE PLANS
Groundwork East produced a report for the hall in January 2017 under the Thriving Community Buildings scheme sponsored by local government. We have completed the majority of the recommendations through work on refurbishment and improvements. The report included a recommendation to consider the installation of solar panels. An application in March 2020 for funding from a landfill tax grant was unsuccessful. It is now hoped to use some of the funds in the Hall’s accounts to progress the work during the coming year.
We continue to plan for the ongoing maintenance of the Hall premises, Playing Field, Play Area and Tennis Courts.
The Trustees declare that they have approved the above report.
Signed on behalf of the Charity’s Trustees:
Signature:
Full name: David Harker Position: Secretary Date: 6-11-21
Bredfield Village Hall Trustees’ Annual Report 2020 – 2021
BREDFIELD VILLAGE HALL AND PLAYING FIELD CHARITABLE TRUST
REGISTERED CHARITY No 304714
INCOME AND EXPENDITURE FOR THE YEAR ENDING 31st MARCH 2021
| 31.03.21 | 31.03.20 | |
|---|---|---|
| INCOME | ||
| Hire of Village Hall: | 3,995 | 9,805 |
| Village Shop (electricity payment) | 2,686 | 1,775 |
| Interest received - Deposit account | 7 | 13 |
| - Nat. Savings investment | 30 | |
| Village Shop use of Card Reader | 2,217 | |
| Refund Electricity | 552 | |
| Refund Water | 1,338 | |
| Fund raising | 2,931 | |
| Grants | 21,521 | 11,315 |
| Charges & Fees | 460 | 816 |
| Transfer from NS&I | 5,323 | |
| Bar Income | 342 | |
| Income from Tennis Courts | 546 | 265 |
| Bredfield Amateur Dramatics (BADS) | 0 | |
| TOTAL INCOME | £33,664 | £32,274 |
| EXPENDITURE | ||
| Cleaning - Labour | 375 | 1,169 |
| Maintenance Hall | 9,662 | 2,758 |
| Maintenance Tennis Courts | 15 | 15 |
| Web Hosting | 812 | 79 |
| New equipment | 205 | 0 |
| New Patio | 2,144 | |
| Village Shop use of Card Reader | 2,217 | |
| Electricity | 3,693 | 2,736 |
| Oil fuel | 249 | 361 |
| Water | 269 | 1,866 |
| Insurance | 1,016 | 1,071 |
| Music Licence | 306 | 296 |
| Fund Raising | 306 | |
| Waste management | 0 | |
| PayPal Fees | 20 | |
| Licences | 377 | 307 |
| Transfers | 5,323 | |
| Conservatory | 28,977 | |
| Bar | 136 | 3,822 |
| Refund & Donations | 216 | 150 |
| TOTAL EXPENDITURE | £21,712 | £49,235 |
BREDFIELD VILLAGE HALL AND PLAYING FIELD CHARITABLE TRUST REGISTERED CHARITY No 304714
INCOME AND EXPENDITURE FOR THE YEAR ENDING 31st MARCH 2021
| ASSETS | 31.03.20 | |
|---|---|---|
| Cash at bank: Current account | 10,933 | 9,455 |
| : Deposit account | 20,141 | 10,134 |
| : PayPal | 678 | 0 |
| Cash in hand | 172 | 383 |
| Total Assets represented by General Fund: | £31,923 | £19,971 |
| Restricted Funds - Tennis Courts and BADS | 6,660 | 6,114 |
| Available funds | 25,301 | 13,858 |
| GENERAL FUND | ||
| Balance brought forward - 1stApril: | £19,971 | £36,932 |
| Less (Deficit)/Surplus of Income over expenditure for the | £11,952 | -£16,961 |
| year: | ||
| Balance carried forward – 31stMarch | £31,923 | £36,932 |
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examinef s Report Report to the trusteesl members of g0gFt£I) Xli UALL e¢AyDJ 4- fl 4IA•L )ST On accounts for the year ended Charty no (if any) 3071 W Set out on pages I report to the trustees on my examination of the accounts of the above charity (Ihe Trusl.) for the year ended As the charitys trustees, you are responsible for the preparation of the accounts in accordance the requirements of the Charities Act 2011 (llhe Actl. I report in resFert of my examination of the Tnt'S accounts carrbed out under secb'on 145 of the 2011 Act and in caffwng out my examination. I have followed all the apICable Directions given by the Charty Commission under section 14951{b) of the Act. Responsibllltles and basis of report Independent examlnevs statement le. I have completed my examination. I confim that no material matter5 have coffle lo my attention in connection viith the examination (Oth0# 416d9.} which gives me cause to believe that in, any material respect.. the accountirKJ records were not kept in accordan with section 130 of the Charlties Act,. or the accounts did not accord vAth the accounting records", or the accounts did not comply wrth the applicable requirements conceming the fom and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accourrts give a 'true and fairf view which is not a matter conSiderj as part of an indeperKlent examination. I have no concerns and have come across no other matters in connection wtth the examination to which attention should be drawn in this report in order to enable a proper understandirwJ of the accounts to be reached. . Please delete the words in the brackets rf they (b not apply. Slgned: Date: Name: itrJTrA UTfofS Relevant professional quallflcation(sl or body IER Oct 2018
(rf any): Address: S LT) r-SE Su fFoL4< t> 33>G- Section B Disclosure Only cornplete rf the examiner needs to highlight material matter5 of conrn (see CC32, Independent examin*on of chanty accounts.. directions and guKlance for examiners). Give here brfef details of any items that the examlner wlshes to disclose. IER Oct 2018